If you’re juggling between Google Workspace for some of your team’s email needs and your own hosting provider for others, managing emails across these platforms can get complicated. But don’t worry! There’s a feature called “Split Delivery” that can help you manage this. In simple terms, Split Delivery means that when someone sends an email to your domain, it can be delivered to two different email services depending on who the recipient is. Helpful, right? Let’s understand how to use Google Workspace split delivery with hosting email.
What is Google Workspace Split Delivery?
Google Workspace Split Delivery function enables the distribution of incoming emails between Google Workspace and an alternative email service used within the same organisation. When an email is sent to an address within the organisation’s domain, Split Delivery serves as the intermediary to determine whether the email should be delivered to a mailbox within Google Workspace or be forwarded to another specified email service. This feature integrates Google Workspace with other email services seamlessly. This ensures efficient email distribution based on predefined organisational requirements.
Steps to use Google Workspace Split Delivery with Hosting Email
To use the split delivery option, log in to your Google Workspace admin interface and follow these steps:
Step 1: Adding Mail Route For a Domain
1. Proceed to the following path: Apps → Google Workspace → Gmail → Setting for Gmail → Hosts.
2. Click on Add Route
3. Enter a label for the new host, for example, “SupportFly.”
4. Enter any email servers for the route.
5. When choosing the Single host option, please input the hostname or IP address for the route. It is advisable to use the hostname. Additionally, provide the port number, which can be 25, 587, or any number within the range of 1024 to 65535.
Step 2: Setting up route for your domain or organisation
1. Proceed to the following path: Apps → Google Workspace → Gmail → Setting for Gmail → Routing.
2. To configure the Routing , click on “Add Routing Rule” and For further instructions or specific configuration details, refer to the screenshots below snapshot:
- Provide an IP address, in the Routing Field.
- Check mark all the boxes, as addressed in the screenshots.
In the screenshot below, select the Host configured earlier.
3. Save.
Step 3: Setting Up Email Forwarder From Legacy Email
Configure an email forwarding rule for a@abc.com to a@abc.com.test-google-a.com using a legacy email service (such as cPanel, Plesk, or Roundcube). It’s important to establish email forwarders for every email account that has been set up in the G Suite panel.
Follow the steps below,
– Say we have a Google Mail ID, test@supportfly.io, make sure you have the same Mail ID created in the hosting you are using.
– Now for Email Forwarding we need to create a Mail ID like, test-g@supportfly.io.
– Now, from the main page of your Cpanel click on “Forwarders”, in the Email Section.
– Click on add forwarder, then mention the details as required.
– Also make sure that the Email Routing is set to “Local Mail Exchanger”. Please refer to this screenshot.
Step 4: Make sure all the DNS Records are in place and correct
Firstly, make sure the MX Records are pointing towards Google’s Mail Server, that is
@ Priority:1 Value: SMTP.GOOGLE.COM TTL: 3600
Please follow these steps to update your SPF record and set up DKIM authentication:
Integrate the SPF record v=spf1 include:_spf.google.com ~all into your existing SPF record and save the changes. Then proceed to update the DKIM record.
Navigate to Apps > Google Workspace > Settings for Gmail > Authenticate email, and generate a new record.
In your cPanel’s DNS settings, add a TXT record with the name “google._domainkey” and input the value generated from the G Suite panel. Aim for a TTL (Time to Live) of 300, or as low as your settings permit.
To initiate DKIM authentication, go to admin.google.com > Apps > Google Workspace > settings for Gmail > Authenticate email, and select start authentication.
For verification of your records, utilize the tool available at: https://toolbox.googleapps.com/apps/checkmx/
Tips and Tricks
- Patience is Key: DNS changes can take up to 48 hours to propagate, so if things don’t work immediately, give it a bit of time.
- Check Spam Folders: During testing, keep an eye on spam folders to ensure emails aren’t being misrouted there.
- SupportFly is Your Friend: Both Google Workspace and most hosting providers offer support. But getting a response from them is tough. SupportFly offers 24×7 instant support for all your server related issues. Reach out to us if you face any trouble in configuring the split delivery feature.
Conclusion
Setting up Split Delivery between Google Workspace and your hosting email might seem a bit technical at first glance. But it’s definitely achievable with a bit of patience and following the steps outlined. This setup can significantly streamline your email management. It will ensure the right emails get to the right inboxes without manual forwarding or complex work. To make things easier for you, experts at SupportFly are always available for you.
